Difference between revisions of "Filing System"
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+ | '''This page is outdated. Please see Operations for info about our current filing system. -- [[User:Mkille|Mkille]] 00:01, 20 April 2013 (UTC)''' | ||
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Always keep 7 years of files. Standard practice is to keep the most recent 3 years in your main filing cabinet and archives for the following four years easily accessible. Due to space limitations, we have only two years of some items in our main filing cabinet and in other cases (particularly archival) we have more than 3 years in the main filing cabinet. For those categories with only two years in the main file, archives are in the same room, close by, as mapped below. | Always keep 7 years of files. Standard practice is to keep the most recent 3 years in your main filing cabinet and archives for the following four years easily accessible. Due to space limitations, we have only two years of some items in our main filing cabinet and in other cases (particularly archival) we have more than 3 years in the main filing cabinet. For those categories with only two years in the main file, archives are in the same room, close by, as mapped below. | ||
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Line 20: | Line 24: | ||
* WTF? (make a new folder and/or ask where it should go) | * WTF? (make a new folder and/or ask where it should go) | ||
− | ==Drawer 1 - top== | + | ==Monkeyhouse Filing Cabinet== |
+ | ===Drawer 1 - top=== | ||
Each year separate, with alphabetical/named tabs: | Each year separate, with alphabetical/named tabs: | ||
* 2 yrs A/P (accounts payable) alphabetical - we pay them | * 2 yrs A/P (accounts payable) alphabetical - we pay them | ||
Line 26: | Line 31: | ||
** Alphabetical by name if more than 3 receipts from same business | ** Alphabetical by name if more than 3 receipts from same business | ||
** Alphabetical by 1st letter, if less than 3 receipts from same business | ** Alphabetical by 1st letter, if less than 3 receipts from same business | ||
− | + | ===Drawer 2=== | |
− | ==Drawer 2== | ||
Each year separate, with alphabetical/named tabs: | Each year separate, with alphabetical/named tabs: | ||
* A/R (accounts receivable) alphabetical - they pay us | * A/R (accounts receivable) alphabetical - they pay us | ||
Line 58: | Line 62: | ||
** Other event sponsorships | ** Other event sponsorships | ||
− | ==Drawer 3== | + | ===Drawer 3=== |
Multiple years together in one category: | Multiple years together in one category: | ||
Line 111: | Line 115: | ||
Multiple years together: | Multiple years together: | ||
− | * Paychex | + | * Paychex (for non-A/P components) |
+ | ** Paychex Info | ||
+ | ** Quarterly Payroll Taxes by year, then by quarter | ||
* Vehicle Registration by year | * Vehicle Registration by year | ||
* Retirement Info | * Retirement Info | ||
Line 125: | Line 131: | ||
* Employment Misc. | * Employment Misc. | ||
* Health Benefits Info | * Health Benefits Info | ||
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* Staff | * Staff | ||
** current, alphabetical by last name | ** current, alphabetical by last name | ||
*** indicate start date under name | *** indicate start date under name | ||
** previous, alphabetical by last name | ** previous, alphabetical by last name | ||
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* Staff hours | * Staff hours | ||
** by year, then by month | ** by year, then by month | ||
− | ==Drawer 4 - bottom== | + | ===Drawer 4 - bottom=== |
− | * Insurances (A/P) | + | * Insurances (A/P), by type, then by year |
− | ** | + | ** Directors & Officers Insurance |
+ | *** Carrier: United States Liability Insurance Company | ||
+ | *** Insurance Mgmt Company: JD Fulwiler - Debbie | ||
+ | *** Coverage Term: 4/14/2009 - 4/14/2010 | ||
+ | ** General Liability Insurance | ||
+ | *** Carrier: Western Heritage Insurance Company | ||
+ | *** Insurance Mgmt Company: Woodbury & Malone - Karie | ||
+ | *** Coverage Term: 9/18/2009 - early Sept. 2010 | ||
+ | ** Pollution Insurance | ||
+ | *** Carrier: Rockhill Insurance Company | ||
+ | *** Insurance Mgmt Company: Woodbury & Malone - Karie | ||
+ | *** Coverage Term: 4/21/2009 - early April 2010 | ||
+ | ** Truck Insurance | ||
+ | *** Carrier: Safeco | ||
+ | *** Insurance Mgmt Company: JD Fulwiler - Debbie | ||
+ | *** Coverage Term: 4/08/2009 - 4/08/2010 | ||
+ | ** Volunteer Insurance | ||
+ | *** Carrier: Irwin Siegel Agency, Inc. | ||
+ | *** Insurance Mgmt Company: Woodbury & Malone - Karie | ||
+ | *** Coverage Term: 9/18/09 - Sept. 2010 | ||
+ | ** Workers Compensation | ||
+ | *** Carrier: SAIF Corporation | ||
+ | *** Insurance Mgmt Company: JD Fulwiler - Debbie | ||
+ | *** Coverage Term: 6/01/2009 - 5/31/2010 | ||
* IRS Filing by year (archival) | * IRS Filing by year (archival) | ||
* Credit Card slips enveloped by month | * Credit Card slips enveloped by month | ||
− | ==Drawer 5 - bottom of Liane's filing cabinet== | + | ===Drawer 5 - bottom of Liane's filing cabinet=== |
* Volunteer schedule archives | * Volunteer schedule archives | ||
** Adoption | ** Adoption | ||
Line 147: | Line 173: | ||
** Pre-Build | ** Pre-Build | ||
+ | ==Under the Beancounter Desk (from left to right)== | ||
+ | ===Empty binders for Dailies=== | ||
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+ | ===In Carboard Drawer 1=== | ||
+ | * 2006 A/P & 2006 A/R | ||
+ | * 2007 A/P & 2007 A/R | ||
+ | * 2008 A/P & 2008 A/R | ||
+ | ===2008 Dailies in order by Month (12)=== | ||
+ | * in Milk Crate 1 & Clear Plastic Tub 1 | ||
+ | ===2009 Dailies in order by Month (12)=== | ||
+ | ===In Cardboard Drawer 2=== | ||
+ | * Misc. Archive includes: | ||
+ | ** Dead trees paper archives | ||
+ | ** Staff Hours 2004-2007 | ||
+ | ** Paychex Binders 2004 & 2005 | ||
+ | ===Paychex Binders 2006 - 2009=== | ||
+ | * in Milk Crate 3 | ||
+ | ===Upright under desk=== | ||
+ | * Current Dailies binder | ||
+ | * Current Paychex binder | ||
+ | * Checkbook | ||
==Audit folders regularly== | ==Audit folders regularly== | ||
− | + | Audit archival years once before filing. Audit current years at least once a year for accuracy, if not twice a year. | |
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− | + | * As you audit files, note on the front of the folder: | |
+ | ** Date of audit | ||
+ | ** Your initials | ||
+ | ** Location: A/P, A/R, Admin, Insurances or IRS, etc. based on location outlined above. | ||
− | + | When archiving, any of the above folder that contain multiple years should remain in the filing cabinet. If out of space, clearly communicate to beancounters where you will locate the oldest year(s) of a particular folder and document this change on this wiki. | |
[[Category:Accounting]] | [[Category:Accounting]] | ||
[[Category:C7]] | [[Category:C7]] | ||
[[Category:Procedures]] | [[Category:Procedures]] |
Latest revision as of 17:02, 19 April 2013
This page is outdated. Please see Operations for info about our current filing system. -- Mkille 00:01, 20 April 2013 (UTC)
Always keep 7 years of files. Standard practice is to keep the most recent 3 years in your main filing cabinet and archives for the following four years easily accessible. Due to space limitations, we have only two years of some items in our main filing cabinet and in other cases (particularly archival) we have more than 3 years in the main filing cabinet. For those categories with only two years in the main file, archives are in the same room, close by, as mapped below.
Each drawer is alphabetical by folder title. Drawers 1 (A/P) and 2 (A/R) also contain alphabetic folders.
Filing Standards
- Folder groupings: most current year goes in front
- Sub-folders: Alphabetize from A - Z
- Receipts/Bills: Most current date in front, oldest in back
For easy re-filing, each folder should be labeled with:
- business name, category title or alphabet letter
- the year
- A/P or A/R, if applicable
Inboxes - on top of the cabinet
- to pay (beancounters do this)
- to enter into books (beancounters do this)
- to file (office coordinator or intern does this)
- WTF? (make a new folder and/or ask where it should go)
Monkeyhouse Filing Cabinet
Drawer 1 - top
Each year separate, with alphabetical/named tabs:
- 2 yrs A/P (accounts payable) alphabetical - we pay them
- By year (independent alphabet for each year)
- Alphabetical by name if more than 3 receipts from same business
- Alphabetical by 1st letter, if less than 3 receipts from same business
Drawer 2
Each year separate, with alphabetical/named tabs:
- A/R (accounts receivable) alphabetical - they pay us
- By year (independent alphabet for each year)
- Alphabetical by name if more than 3 bills from same business
- Alphabetical by 1st letter, if less than 3 bills from same business
Multiple years together in one category:
- Bank (contents)
- bank statements by bank & by year
- Checks (explain)
- voided checks
- completed check stubs by year
- Credit Cards
- Total Merchant Concepts information
- Donations
- Matched
- Monetary
- Non-monetary
- Online
- Invoices
- archives pre-2009 before database tracking
- Sponsorships
- Geek Fair sponsorships
- Other event sponsorships
Drawer 3
Multiple years together in one category:
- Admin (name subfolders)
- 403B info
- Annual Reports (archival)
- BBB info (archival)
- Bureau of Labor & Industry info
- By-laws (archival)
- Other F.G.s info (archival)
- Grant Opportunities
- OSHA info
- Requests for Records
- State of Oregon Employment Info
- Trademark Infringement
- T-shirt Art (archival)
- Board, by year
- folder for each board members in each year
- Board Documents
- Board Packet
- B.O.D. Manual (archival)
- Guide to Non-Profit Board Service in Oregon
- Complaints & Crimes
- Better Business Bureau
- Credit card charge issues & corrections
- Crimes
- Ombudsman (complaints/concerns)
- Contracts (name subfolders)
- Audit - Sin Fronteras
- Outreach contract (archival)
- Trademark
- Trademark Infringement
- Martin, Oso
- Oso/BEAR
- McGuire Brothers lease
- Miller, Ken (archival)
- Under 16 contracts
- eWaste
- NCER
- IRS tax exempt status (archival)
- New Hire Forms (name them)
- regularly search the internet for the most current versions of these forms
- print and replace old forms
- keep these forms stocked
Multiple years together:
- Paychex (for non-A/P components)
- Paychex Info
- Quarterly Payroll Taxes by year, then by quarter
- Vehicle Registration by year
- Retirement Info
- Volunteers
- includes incident reports, contracts, some intern files
- W-2's by year
- W-9's
- pre-signed
- sent (copies)
- Collective, alphabetical
- Staff hours by year,then by month, alphabetical
- Former Employees alphabetical
- Employment Misc.
- Health Benefits Info
- Staff
- current, alphabetical by last name
- indicate start date under name
- previous, alphabetical by last name
- current, alphabetical by last name
- Staff hours
- by year, then by month
Drawer 4 - bottom
- Insurances (A/P), by type, then by year
- Directors & Officers Insurance
- Carrier: United States Liability Insurance Company
- Insurance Mgmt Company: JD Fulwiler - Debbie
- Coverage Term: 4/14/2009 - 4/14/2010
- General Liability Insurance
- Carrier: Western Heritage Insurance Company
- Insurance Mgmt Company: Woodbury & Malone - Karie
- Coverage Term: 9/18/2009 - early Sept. 2010
- Pollution Insurance
- Carrier: Rockhill Insurance Company
- Insurance Mgmt Company: Woodbury & Malone - Karie
- Coverage Term: 4/21/2009 - early April 2010
- Truck Insurance
- Carrier: Safeco
- Insurance Mgmt Company: JD Fulwiler - Debbie
- Coverage Term: 4/08/2009 - 4/08/2010
- Volunteer Insurance
- Carrier: Irwin Siegel Agency, Inc.
- Insurance Mgmt Company: Woodbury & Malone - Karie
- Coverage Term: 9/18/09 - Sept. 2010
- Workers Compensation
- Carrier: SAIF Corporation
- Insurance Mgmt Company: JD Fulwiler - Debbie
- Coverage Term: 6/01/2009 - 5/31/2010
- Directors & Officers Insurance
- IRS Filing by year (archival)
- Credit Card slips enveloped by month
Drawer 5 - bottom of Liane's filing cabinet
- Volunteer schedule archives
- Adoption
- Build
- Pre-Build
Under the Beancounter Desk (from left to right)
Empty binders for Dailies
In Carboard Drawer 1
- 2006 A/P & 2006 A/R
- 2007 A/P & 2007 A/R
- 2008 A/P & 2008 A/R
2008 Dailies in order by Month (12)
- in Milk Crate 1 & Clear Plastic Tub 1
2009 Dailies in order by Month (12)
In Cardboard Drawer 2
- Misc. Archive includes:
- Dead trees paper archives
- Staff Hours 2004-2007
- Paychex Binders 2004 & 2005
Paychex Binders 2006 - 2009
- in Milk Crate 3
Upright under desk
- Current Dailies binder
- Current Paychex binder
- Checkbook
Audit folders regularly
Audit archival years once before filing. Audit current years at least once a year for accuracy, if not twice a year.
- As you audit files, note on the front of the folder:
- Date of audit
- Your initials
- Location: A/P, A/R, Admin, Insurances or IRS, etc. based on location outlined above.
When archiving, any of the above folder that contain multiple years should remain in the filing cabinet. If out of space, clearly communicate to beancounters where you will locate the oldest year(s) of a particular folder and document this change on this wiki.